A successful project requires the project team to participate (at some level) in the planning process, buy in to the project plan, and be responsible for completion of assignments. It is important to have a defined formal structure for the project and for the project staff. This provides each individual with a clear understanding of the authority given and responsibility necessary for the successful accomplishment of project activities.

Project team members need to be accountable for the effective performance of their assignments. Project organizations come in many forms. On a large project, individual role assignments may require full-time attention to the function. On smaller projects, role assignments may be performed part-time, with staff sharing in the execution of multiple functions.

Executive Sponsor

The project sponsor is usually a member of the Agency’s management team, which will ultimately be the recipient of the project’s end result. The sponsor is an important stakeholder, usually head of a program area and not normally a day-to-day staff person. This is the person who makes the business argument for the project to exist and usually controls the overall funding of the project.

General Functions

oArticulate program or State Agency requirements

oEnsure that requirements are met

oProvide necessary funding and resources as appropriate

oChampion the project to provide exposure and buy-in from State government and officials

oCommunicate the sponsor’s views on project progress and success factors to the project team and other stakeholders

Project Initiation Stage

oProvide strategic plans and guidance to correctly identify the relevance and value of the project both today and in the future

oDefine sponsor needs

oObtain funding for project when necessary

oAssign sponsorship personnel as points of contact

oApprove Project Charter

·Project Planning Stage

oAssign Project Manager

oAttend Kick-off meeting

oParticipate in planning sessions

oAssign personnel through the Project Manager

oApprove funding along with Steering Committee

oReview and approve Scope Statement and Project Plan

·Project Managing Stage

oAttend executive requirement reviews

oProvide written agreement to requirements and qualifying criteria

oHelp resolve requirements problems

oHelp resolve issues, as appropriate

oAttend and participate as needed at Project Status Reviews and Steering Committee meetings

·Project Closeout Stage

oAttend Final System Acceptance meeting

oProvide representatives to attend Outcomes Assessment meeting

oAttend Outcomes Assessment meeting

oSign off on project completion

Project Manager

The project manager has total responsibility for the overall project and its successful completion. To succeed in this responsibility, the project manager must work closely with the sponsor to ensure that adequate resources are applied. The project manager also has responsibility for planning and ensuring that the project is successfully completed on time, within budget, and at an acceptable level of quality. The project manager must be assigned during the Project Planning Stage so the plan will be owned by the person responsible for its execution.

The Project Manager assigned during the Planning Stage may be someone other than the Project Champion/ Leader who carried the project through the Initiation Stage. In these cases the Project Manager must thoroughly review all of the materials previously created or assembled.

oMake changes to budgets and schedules and make recommendations as needed

oReview the results of quality assurance reviews

oParticipate in change control board to approve product/project changes

oReview project risks and establish mitigation procedures

·Project Closeout Stage

oDevelop an action plan for any product deficiencies, open issues, etc

oObtain customer and management approval of completed project

oClose out open action items

oConduct Final System Acceptance meeting

oCreate Project Closure document

oClose out any financial accounts or charge codes

oConduct Outcomes Assessment meeting

oCreate Outcomes Assessment Report

oAssist as needed with any post-project delivery audits

oAssist purchasing contract administrator(s) in contract closeout

oArchive all project data

oCelebrate success with stakeholders and the project team

Steering Committee

State organization management or the Steering Committee identifies the need for projects, assesses project risk, and approves project commitments. They are responsible for establishing the strategic information technology plans and for ensuring that projects are consistent with state organization and overall state information technology plans. They are also responsible for developing the procedures to ensure that IT policies are followed.

The project team has responsibility for conducting project activities. Project team members, as necessary, assist the project manager in planning the development effort and help construct commitments to complete the project within established schedule and budget constraints. The project team may include the subject matter experts responsible for implementing the project solution. Customers and/or stakeholders should interact with the project team to ensure that requirements are properly understood and implemented.

·General Functions

oIdentify technical solution alternatives

oImplement solution within budgeted cost and schedule

oCoordinate with quality assurance organization

oSupport project planning and tracking

·Project Initiation Stage

oProvide estimates for developing products

oEnsure that requirements are feasible and appropriate for available resources

oAnalyze requirements for completeness, consistency, and clarity

·Project Planning Stage

oDevelop technical approach

oPartition and assign development tasks

oAssist in development of estimates and schedules

oAssist in development of a quality assurance and configuration management plan

oIdentify tools needed for the project

oEnsure that all members of the project team understand the Project Plan

oTurn over all project-related documentation to the project manager for archiving

Enterprise Project Management Office

The enterprise project management office oversees the project through all phases of the project. Oversight responsibilities include review of key deliverables, attending monthly status review meetings, and consultation throughout the project as needed. Should the project encounter problems, the enterprise project management office should support project recovery efforts.

·General Functions

oReview and audit key project deliverables

oEnsure that project status is regularly communicated and the project remains on track, within acceptable schedule, cost, and quality variances